Authorize Supplier Invoices

Authorize Supplier Invoices is an Experience Designer application that streamlines the approval of supplier expense invoices and simplifies the required actions for invoice processing. The application includes four tabs that display data for the user.

User stories

These user stories describe responsibilities related to the Authorize Supplier Invoices application:

Verify that the invoice is correct when a service or item is ordered.
Recode supplier invoices to the appropriate cost account, and identify invoices that are still booked to the AP Clearing account and require updating.
Apply authorization to accounting of supplier invoices booked to a cost center before approval for payment.

M3 Business Engine configuration

These M3 Business Engine configurations are required to get the Authorize Supplier Invoices application to work:

'Approval Flow General Settings. Open' (CMS715)
'Approval Routes. Open' (CMS716)
'Approval Authorized User. Open' (CMS718)
'Approval Codes. Open' (CMS720)
'Authorization Priorities. Open' (CMS711)
'Authorization Selections. Open' (CMS710)
The 'Approval code' (CDAP) and 'Authorized user' (USAP) fields in FGLEDG were added to the invoice search. If voucher lines are missing in the Authorize Accounting tab, reactivate FGLEDG in M3 Function Search Administration.

See the Components section for details on configuring each component.

Application authorization

To access and run the Experience Designer application, you must be authorized to the M3 Business Engine functions and API transactions used by the application.

This table shows the functions and transactions used by the Authorize Supplier Invoices application:


API program	API transaction	Information category	View	Notes
APS200MI	GetUniqueKey
APS200MI	GetInvoice
APS260MI	Get
CMS718MI	Get
CMS718MI	Upd
CMS740MI	Get
CMS740MI	LstPerUser
CMS740MI	LstByStatus
CMS740MI	ApproveInvoice
CMS740MI	Reject
CMS740MI	CancelInvoice
CMS740MI	ChangeRole
CMS741MI	Lst
CMS742MI	Lst
CMS742MI	ApproveAllLines
CMS742MI	ApproveLine
CMS742MI	RejectLine
MNS100MI	GetBasicData
MNS150MI	LstCmpDivi
LISTMI	ListDataAsCSV	M3_LIST_CMNUSR	M3_01_01	To ensure this API works as expected, you must activate the CMNUSR table for search in M3 Function Search Administration.
LISTMI	ListDataAsCSV	M3_LIST_FGLEDG	M3_01_01	To ensure this API works as expected, you must activate the FGLEDG table for search in M3 Function Search Administration.

Limitations

The Authorize Supplier Invoices application shows actions related to invoices in the division that the user is signed in to.

How to use the application

Verify Invoices

The Verify Invoices tab lists invoices that have an active verification task for the current user. When a user selects an invoice, the application shows invoice details from Accounts Payable and voucher lines from the General Ledger.

The user can select from these buttons:

Approve Invoice: Approves the verification step. You can add an optional comment.
Change Role: Assigns the task to another user. Search for the user and add an optional comment.
Cancel Task: Cancels the task. The invoice administrator is notified and can reassign it to another user.
Reject Invoice: Use when an invoice is spam and must be deleted. A task is created for the invoice administrator to cancel the invoice.

Recode Invoices

The Recode Invoices tab lists invoices that are approved by the verifier and have an open amount on the AP clearing account. When you select an invoice, the application shows invoice details from Accounts Payable and the verifier’s comment. The user can select the Voucher Lines tab to view the invoice voucher. The task is completed automatically when no amount remains on the AP clearing account.

The user can select from these buttons:

Recode Invoice: Opens 'Supplier Invoice. Recode' (APS110), where you can use the 'Chg/Recode' option to recode the invoice voucher.
Change Role: Assigns the task to another user. Search for the user and add an optional comment.
Cancel Task: Cancels the task. The invoice administrator is notified and can reassign it to another user.

Authorize Accounting

The Authorize Accounting tab lists all active authorization actions for the signed‑in user. When you select an invoice line, the application shows invoice details and voucher lines with the same 'Approval Code' and 'Original Authorizer'. The Authorization Sequence tab lists all users who must approve this combination of 'Approval Code' and 'Original Authorizer'.

The user can select from these buttons:

Authorize line: Approves the selected line. The user can add an optional comment.
Authorize all lines: Approves all active approval combinations for the selected invoice. An invoice can have multiple approval combinations for the signed‑in user.
Reject line: Rejects the line, for example, if the voucher must be recoded. You can add a comment to explain the reason. The invoice administrator is notified for further action.

Out of Office

From the Out of Office tab, the user can update the dates for planned out‑of‑office time. Select a date range and click Save to update the dates.

Components

This table shows the specific configuration per component:


Component	Component details
Application header	Component ID: appHeader Purpose: Displays the main application header. M3BE data used: MNS100MI Data services used: Get_DivisionData
DataGrid_InvoicesToVerify	Component ID: DataGrid_InvoicesToVerify Purpose: Lists invoices pending verification. M3BE data used: CMS740MI Data services used: List_Invoices_VerifyInvoices
Form_InvoiceDetails_VerifyInvoices	Component ID: Form_InvoiceDetails_VerifyInvoices Purpose: Shows details for a selected invoice. M3BE data used: CMS740MI, APS200MI Data services used: Get_InvoiceDetails_VerifyInvoices
DataGrid_VoucherLines_VerifyInvoices	Component ID: DataGrid_VoucherLines_VerifyInvoices Purpose: Displays voucher lines for the selected invoice being verified. Data services used: ListMI_ListVoucherLines_VerifyInvoices
DataGrid_Recode	Component ID: DataGrid_Recode Purpose: Lists invoices available for recoding. M3BE data used: CMS740MI Data services used: List_Invoices_RecodeInvoices
Form_InvoiceDetails_RecodeInvoices	Component ID: Form_InvoiceDetails_RecodeInvoices Purpose: Shows detailed information for the selected invoice. M3BE data used: CMS740MI, APS200MI Data services used: Get_InvoiceDetails_RecodeInvoices
DataGrid_CommentsOnInvoice	Component ID: DataGrid_CommentsOnInvoice Purpose: Displays comments made by verifiers for the selected invoice. M3BE data used: CMS741MI Data services used: List_CommentsOnInvoice
DataGrid_VoucherLines	Component ID: DataGrid_VoucherLines Purpose: Shows voucher lines for invoice recoding. Data services used: ListMI_ListVoucherLines_RecodeInvoices
DataGrid_AuthorizeInvoiceAccounting	Component ID: DataGrid_AuthorizeInvoiceAccounting Purpose: Lists invoices to be authorized. M3BE data used: CMS740MI Data services used: List_Invoices_AuthorizeAccounting
Form_InvoiceDetails_AuthorizeAccounting	Component ID: Form_InvoiceDetails_AuthorizeAccounting Purpose: Shows related details for the selected invoice. M3BE data used: CMS740MI, APS200MI, APS260MI Data services used: Get_InvoiceDetails_AuthorizeAccounting
DataGrid_RelatedVoucherLines	Component ID: DataGrid_RelatedVoucherLines Purpose: Displays voucher lines related to the selected invoice. Data services used: ListMI_GetApprovalCodes Comments: This data service uses search. You must activate the FGLEDG table for search in M3 Function Search Administration.
DataGrid_Authorizers	Component ID: DataGrid_Authorizers Purpose: Lists users authorized to approve the invoice. M3BE data used: CMS742MI Data services used: List_Authorizers
Form_OutOfOffice	Component ID: Form_OutOfOffice Purpose: Allows an authorized user to set Out of Office periods. M3BE data used: CMS718MI Data services used: Get_OutOfOffice, Update_OutOfOffice

Links and bookmarks

This table shows the link and bookmark along with its purpose:


Link ID	Type	Purpose
Link_RecodeInvoice	M3 Bookmark	Opens 'Supplier Invoice. Recode' (APS110)

Dialogs

This table shows the dialogs and API programs with their purposes:


Dialog ID	API program	Purpose
SimpleDialog_AuthorizeLine	CMS742MI/ApproveLine	Dialog for authorizing a single invoice line
SimpleDialog_ApproveInvoice	CMS740MI/ApproveInvoice	Dialog for approving a whole invoice
SimpleDialog_CancelTask_RecodeInvoices	CMS740MI/CancelInvoice	Dialog for canceling a recode invoice task.
SimpleDialog_RejectInvoice	CMS740MI/Reject	Dialog for rejecting an invoice
SimpleDialog_RejectLine	CMS742MI/RejectLine	Dialog for rejecting a single invoice line
SimpleDialog_CancelTask_AccountingResponsible	CMS740MI/Reject	Dialog for canceling an accounting responsible task
SimpleDialog_AuthorizeAllLines	CMS742MI/ApproveAllLines	Dialog for authorizing all invoice lines
SimpleDialog_ChangeRole_VerifyInvoices	CMS740MI/ChangeRole	Dialog for changing the role during invoice verification.
SimpleDialog_ChangeRole_RecodeInvoices	CMS740MI/ChangeRole	Dialog for changing the role during invoice recoding

Conditional styles

This table shows the conditional styles of the components in the Authorize Supplier Invoices application:


Component	Condition name	Target field	Condition	Styling
DataGrid_InvoicesToVerify	Condition_OH6PNY	CUAM	CUAM=CUAM	Text color: #0064D4 - blue Text weight: normal
DataGrid_Recode	Condition_SAS01G	SINO	SINO=SINO	Text color: #0066D4 - blue Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=3	Text color: #DA1217 - red Icon: error Icon color: #DA1217 - red Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=4	Text color: #DA1217 - red Icon: rejected-outline Icon color: #DA1217 - red Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=7	Text color: #CD6200 - orange Icon: alert Icon color: #CD6200 - orange Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=8	Text color: #4E1A91 - purple Icon: user-clock Icon color: #4E1A91 - purple Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=9	Text color: #1C7F49 - dark green Icon: confirm Icon color: #1C7F49 - dark green Text weight: normal
DataGrid_CommentsOnInvoice	Condition_JJ6Y38	OCLS	OCLS=10	Text color: #CD6200 - orange Icon: alert Icon color: #CD6200 - orange Text weight: normal
DataGrid_VoucherLines_VerifyInvoices	Condition_BS6CLO	EGACAM	EGACAM=EGACAM	Text color: #0064D4 - blue Text weight: normal
DataGrid_VoucherLines	Condition_M5Q4B8	EGACAM	EGACAM=EGACAM	Text color: #0066D4 - blue Text weight: normal
DataGrid_RelatedVoucherLines	Condition_YWSCCI	EGACAM	EGACAM=EGACAM	Text color: #0066D4 - blue Text weight: normal
DataGrid_AuthorizeInvoiceAccounting	Condition_HME5WR	CUAM	CUAM=CUAM	Text color: #0066D4 - blue Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=3	Text color: #DA1217 - red Icon: error Icon color: #DA1217 - red Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=4	Text color: #DA1217 - red Icon: rejected-outline Icon color: #DA1217 - red Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=7	Text color: #CD6200 - orange Icon: alert Icon color: #CD6200 - orange Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=8	Text color: #4E1A91 - purple Icon: user-clock Icon color: #4E1A91 - purple Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=9	Text color: #1C7F49 - dark green Icon: success Icon color: #1C7F49 - dark green Text weight: normal
DataGrid_Authorizers	Condition_T67YD1	OCLS	OCLS=10	Text color: #CD6200 - orange Icon: alert Icon color: #CD6200 - orange Text weight: normal